Administration Senior Associate

Overview

The Administration Senior Associate will drive efficient office operations by delivering high-quality administrative support and solutions. The role involves providing technical and administrative support services across specialized and generalized processes in administration and logistics.

Tasks Summary

• Coordinate individual work areas and guide personnel on executing standard office transactions, processes and client services.
• Monitor team performance against service agreements and assess client satisfaction.
• Implement control mechanisms for designated administrative services, including maintaining accurate administrative control records.
• Oversee inventory control, ensuring proper issuance and tracking of inventory items and supplies.
• Review travel authorizations, supporting documentation and payment requests.
• Serve as a designated transactional role in the ERP system.
• Compile data and research information to support the planning of financial resources and administrative budgets.
• Oversee the implementation of logistics systems.
• Coordinate and supervise services related to shipments and customs clearance, travel, event management, administrative surveys, transportation, insurance, building/facility/space management, and office supplies.
• Coordinate supply and asset management services, including physical verification of inventory items.
• Ensure timely preparation and submission of periodic inventory reports.
• Oversee protocol services, including staff registration and securing host government authorizations.
• Liaise with local authorities regarding authorizations, privileges and immunities for UNOPS personnel.
• Compile information on administrative services provided for cost-recovery billing.
• Supervise transportation services, ensuring client service, regular vehicle maintenance, insurance coverage, and fuel consumption monitoring.
• Ensure prompt reporting and investigation of vehicle accidents, damage, loss or theft.
• Oversee external transportation contractors, including client service delivery and invoice processing.
• Support the organization, facilitation and delivery of training and learning sessions on administrative, logistics, travel, transportation, and asset and inventory management topics.
• Participate in knowledge-sharing initiatives and Communities of Practice (CoPs).
• Conduct research on administration-related topics and contribute to the drafting of reports, summaries and briefing notes.

Experience Requirements

• Secondary school (or equivalent) with 7 years of relevant experience OR Bachelor’s degree (or equivalent) in any discipline with 3 years of relevant experience is required.
• Relevant experience is work in administration, logistics, operations or related areas.
• Experience in the use of collaboration and productivity tools (e.g. MS Office, G-Suite, etc) and web-based management systems is required.
• Experience of working in multicultural environments or UN system organizations in a developing country is desired.
• Experience in development or humanitarian contexts is desired.

Qualification Requirements

• Secondary school (or equivalent)
• Bachelor’s degree (or equivalent) in any discipline
• A globally or nationally recognized professional certificate in Administration is desired.

Other Details

Languages Required: English Fluent Required Somali Native Required

Languages Preferred:

Contract Duration: Open-Ended

Work Modality:

Remuneration: